So now that you have scanned the HR files and performed a rigid QC
procedure, is there some reason that the paper is kept at all? Which of
these records has been designated on the retention schedule as the
official copy? What is the life cycle of this record? 

Ray Cunningham


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Roger Hamperian
Sent: Monday, July 24, 2006 2:25 PM
To: [log in to unmask]
Subject: [RM] active personnel files

Allow me to introduce myself. My name is Roger Hamperian and I am the
Senior
Records Manager for the Lexington Fayette Urban County Government in
Lexington, KY. I am relatively new to RM having made a career change
last
fall after working 4 years at the Univ. of Kentucky as a reformatting
librarian and archivist. I have been monitoring the listserv for about 5
months. Needless to say, I have a lot to learn about RM, but the
listserv
has been very helpful in giving me a jumpstart.

 

My first query to the listserv pertains to personnel records. I should
begin
by saying Lexington employs approx. 3,500 people and maintains its own
off-site storage facility for inactive records. Recently I was informed
by
Human Resources that they were beginning a scanning project to digitize
all
of their active personnel files. They want to send all of these active
files
to the Records Center after they have been scanned. To this point I
didn't
foresee any problems. Wrong! I have since learned that HR expects to be
able
to send additional documents to the Records Center after they are
scanned to
be added to the files already in storage. This seems unfeasible to me
given
the amount of documentation created by HR. Even if the files are boxed
so as
to allow room for future expansion, it seems inevitable that at some
point
they will reach their capacity and need to be reboxed. This would no
doubt
require a great deal of time and effort with the actual files as well as
revising the inventory, not to mention the additional labor required to
continually add documents to these files. I find these expectations
unrealistic given our current budget and staffing (1.5 FTE in addition
to
myself).

 

Has anyone out there faced a similar situation? Any suggestions on how
to
respond? Thanks.

 

 

Roger Hamperian

Records Management Analyst Sr.

L.F.U.C.G. Records Center and Archives

1306 Versailles Road

Suite 180

Lexington, KY 40508

 

859/425-2071

859/425-2073 fax 

 


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Contact [log in to unmask] for assistance